Effective Written Communication: Key Principles and Document Types

Written Communication Characteristics

Adequacy

Ensure your writing is well-presented, respects spelling conventions, uses simple language, and is concise.

Consistency

Be clear and organized, highlighting the main idea(s). Use a single paragraph to develop each idea.

Cohesion

Connect sentences within each paragraph to maintain clarity and prevent information loss.

Steps to Develop a Written Document

1. Analyze the situation
2. Generate ideas
3. Select information
4. Organize content
5. Write the text
6. Review the letter
7. Revise the text

Letterhead

The letterhead of a letter identifies the sender (individual, company, or corporation). Stationery with a pre-printed letterhead is called letterhead stationery.

Written Communication Skills

These are practical rules that facilitate communication and help create well-crafted written documents.

Main Types of Documents

• Letters: Commercial, newsletters, solicitation, offer, request, complaint
• Reports: Commercial, market, personal
• Private Documents: Applications, certificates, resumes, cover letters
• Internal Memos: Notices, memorandums, greetings
• Other Documents: Mercantile documents (proposals, shipments, invoices, checks), business documents (minutes, brochures, manuals, forms, posters)

The Letter

A written document used to transmit information to an individual or another company.

Means of Document Production

• Handwriting
• Typewriter
• Computer
• Telegraph
• Burofax

Media Art

• Copier
• Fax
• Scanner

Documentation Recording and Monitoring

Implement a monitoring system to quickly detect errors and deviations in document input and output processes. Input and output records are recommended.

Business Letter

Use good quality A4 paper and white envelopes. Paragraph spacing should be greater than line spacing. Avoid erasures and never write on the back of the letter. Maintain adequate margins.

Parts of a Business Letter

1. Header: Includes the letterhead.
2. Body: Contains the main idea and its development.
3. Closing: Includes the closing, signature, and identification of the signatory.

Circular

Directed at specific groups on a particular subject. Written in general terms applicable to all potential readers. A single template can be used, adding the individual address for each recipient. Should appear as personalized as individually written letters.

Letter of Inquiry

Clearly state the request. When applying for a position, address any specific requirements or conditions mentioned in the job posting, confirming that you meet them.

Report

A detailed and organized account of facts, answering a request for information. A written communication about internal or external company events, presented for easy understanding.

Types of Reports

• Ex-post: Describes and reports
• Evaluative: Analyzes events and evidence
• Demonstrative: Demonstrates and argues

Report Writing Guidelines

• Direct and impersonal drafting
• Avoid long sentences
• Clear, concise, and specific language
• Avoid ambiguity
• Focus on a single topic (monographic)
• Provide alternative solutions

Formal Documents (Instances)

Many organizations use formal documents or instances for official communication. An instance is a document that presents a petition to a public or private entity.

Parts of an Instance

• Header: Includes the recipient's title (e.g., Sr./Sra.).
• Body and Exposition: Explains the reasons for the request.
• Request: States the specific request.
• Farewell: Includes the date and signature.
• Footer: Concludes the document, capitalizing the recipient's title.